Systems That Scale

Turn hard work into smooth operations—so growth doesn’t create chaos.

Scaling isn’t about adding more tasks—it’s about removing friction. When your operations live in repeatable systems, you get speed, quality, and consistency without burning out your team (or yourself). Here’s the blueprint.

Step 1 — SOPs People Actually Use

• Write short, role-based SOPs with Owner, Trigger, Steps, and Definition of Done.
• Record a 3–5 minute screen-capture for each SOP; link it at the top.
• Store everything in one source of truth (Notion, Google Drive, or your PM tool).

Step 2 — Automate the Repeatables

• Automate invoicing, reminders, handoffs, and status updates.
• Use form → checklist automations so requests create tasks with owners and due dates.
• Keep humans where judgment is needed; automate everything else.

Step 3 — Clean Handoffs

• Define entry/exit criteria for each stage (Sales → Onboarding → Delivery → Billing).
• Use templates for proposals, SOWs, welcome packets, and kickoff checklists.
• Track handoff health with a simple “green/yellow/red” weekly review.

Step 4 — Minimalist Metrics

• Pick 3–5 KPIs that actually move your outcomes (e.g., Cycle Time, On-Time Delivery, NPS, Cash Conversion).
• Build a one-page dashboard; review it every Monday for 15 minutes.
• Attach actions: each KPI has a named owner and next step if it’s off target.

Step 5 — Cadences Create Calm

• Weekly: team standup (20 min), KPI review, and blocker clearing.
• Monthly: retro on what to stop/start/continue; update SOPs that drifted.
• Quarterly: planning with 1–3 priorities and a clear “done” picture.

Step 6 — Capacity & Load Balancing

• Map each team member’s weekly capacity; assign work to 80% max to leave space for surprises.
• Use swimlanes to visualize stuck work; reassign before deadlines slip.
• Cross-train on critical SOPs so vacations don’t halt production.

Step 7 — Quality Loops

• Add lightweight QA steps to your SOPs (spot checks, checklists, peer reviews).
• Collect client feedback at handoffs; bake fixes into the process—not just the person.
• Version your SOPs; date the header and keep a change log.

Want this implemented for you? We’ll document, automate, and dashboard your core workflows so growth feels lighter, not heavier.